Programming Assistant

 

Job Title: Programming Assistant

Department: Programming

Reports To: Director of Programming

FLSA Status: Non-Exempt

Revised Date: 2/7/10

 

Summary
Provides administrative support for the Director of Programming and Programming team.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

 

Update calendars including artist holds and available dates

• Ensure accuracy in Artifax and assist with managing holds in Artifax
• Update hard copy calendar to reflect facility-wide activity
• Provide available dates to Programming team

 

Process contracts for all Programming

• Process and tracks contracts and riders in a timely manner working with the Programming team and Production manager
• Provide weekly updates to Director of Programming on status of contracts
• Process artist payments. Informs artists of and assists Finance in gathering paperwork for the California State Tax Board regulations. Works with Finance to fulfill payment terms.

 

Assists the Programming team with a variety of tracking and budgeting tools including:

• Revenue tracking
• Provide ticket counts daily/weekly to agencies as needed
• Assist Programming and Box Office with fan club tickets
• Program sales history
• Booking worksheet
• Review show reconciliations for accuracy
• Assist in creating and tracking evaluations and surveys as needed.

 

Additional Program Support:

• Fulfill details of the Bus Fund awards program. Responsibilities include processing requests via email, informing applicants of qualification status, processing award checks through Finance department, and tracking funds.
• Assists with coordination of Professional Development workshops for teachers. Includes coordinating hotel arrangements for artists, preparing post-workshop evaluations, packets, sign-in sheets, other paperwork for events, and assisting in general set-up and customer service as needed.
• Assist with Artists in the Schools. Responsibilities include research, editing/reviewing the study guide, making copies, mailing to teachers.

 

Manages show files for Programming:

Ensure file is complete, accurate, organized i.e., contracts, correspondence, payment and tax information, ticketing, Box Office reports, marketing plans, and production sheets.

Provides all levels of administrative support for the Programming Team including:

General administrative duties including conference travel arrangements and calendar management, processing invoices, expense reports, general filing, etc.

Support with handling phone, faxes, and artist research

Schedule meetings and take minutes, as needed

Process FedEx and UPS shipments

Covering the front desk as needed

 

Education and/or Experience

Associate's degree (A. A.) from two-year college or technical school; or three to five years related experience and/or training; or equivalent combination of education and experience.

 

Computer Skills

To perform this job successfully, an individual should be proficient in Microsoft Office, Artifax, Tessitura/ProVenue.

 

Other Skills and Abilities

• Strong and precise attention to detail and follow through
• Strong multi-tasking skills
• Ability to deal with last-minute deadlines
• Motivated self-starter
• Team player and can-do attitude
• Strong organizational skills
• Ability to take direction and be proactive
• 50 wpm typing
• Professional demeanor on the phone
• Ability to handle high call volume for Programming team
• Ability to maintain flexibility in schedule

 

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Wells Fargo Center for the Arts is committed to creating a diverse work environment and is proud to be an equal opportunity employer.

 

To apply, Send cover letter and resume to Human Resources.
You will be contacted if your skills match the job requirements.